Adding and managing schools and colleges

Posted on by

Adding and Managing Schools & Colleges

The Schools & Colleges module in PrepBase allows administrators to organize, update, and maintain detailed profiles of educational institutions. These entries are used across multiple modules making it essential to keep them accurate and up to date.

1- Schools are mainly used within the projects tab to add and link students to participating schools

2- Colleges are mainly used to build the students college list and track their applications under the counseling module

This guide walks you through everything you can do in this module, including adding new institutions, editing details, applying filters, exporting data, and viewing detailed profiles.

1. Navigating to the Schools & Colleges Section

To begin:

 

  1. Open the left navigation menu.

  2. Click Schools & Colleges.

  3. You will see two tabs:

    • Schools

    • Colleges

Each tab displays its own list, fields, and management options.

2. Switching Between Schools and Colleges

The module is divided into two tabs:

Schools Tab

Displays all school-level institutions with:

  • Location

  • Curriculum

  • Study Levels

  • Annual Cost

  • Rating

 
Colleges Tab

Displays higher-education institutions with extra fields:

  • Location

  • Study Levels

  • Annual Cost

  • Rating

  • Ranking
  • SAT Score

Use the tab selector at the top to switch views.

3. Adding a New School or College

To add a new institution:

 

  1. Go to Schools & Colleges → Schools or Colleges tab.

  2. Click the + Add New button on the top right.

 
Add Schools/Colleges Form Fields

 

The Add page includes the following fields:

Basic Details

  • Upload Image – Add an institution logo or image.

  • Select School/College – Choose whether you are creating a school or a college.

Location Details

  • Location Country – Select the institution’s country.

  • Location City – Select the institution’s city.

Academic & General Details

  • Rating – Provide a rating (e.g., 1–5).

  • Annual Cost – Enter yearly tuition fee or cost.
  • Ranking – Enter optional rating (applies to colleges only)
  • Admission Criteria – Add eligibility or requirements.
  • SAT Score – The minimum accepted SAT score (applies to colleges only)

  • Curriculum – Select the curriculum offered (applies if adding schools only).

  • Curriculum – Select the majors offered (applies to colleges only)

  • Study Level – Choose applicable study levels.

  • Description – Include a descriptive overview of the institution.

Click Save to create the institution profile.

4. Managing the Schools & Colleges List

Both tabs display a list containing:

  • School/College Name

  • Location

  • Curriculum

  • Study Levels

  • Annual Cost

  • Rating

  • Ranking

  • Created On

  • Status

  • Action Menu (⋮)

 
Status Toggle

You can turn an institution Active/Inactive from the list using the switch in the Status column.

5. Applying Filters

The filter panel helps refine large datasets.

To open filters:

 

  1. Click the Filter icon beside the Add button.

Available filters include:

  • Country

  • City

  • Curriculum

  • Study Levels

  • Min/Max Annual Cost

  • Rating

Click Apply to filter results or Reset to clear filters.

6. Viewing Institution Details

There are two ways to open a school/college profile:

 
Method 1: Click the Institution Name

Clicking the institution name (e.g., Asaas National School) opens the full profile.

 
Method 2: Via Action Menu

  1. Click the three-dot menu (⋮) next to the institution.

  2. Select View.

 
View Page Includes:

  • Image/Logo

  • School/College Name

  • Location Country & City

  • Annual Cost

  • Rating

  • Curriculum

  • Study Levels

  • Eligibility Criteria

  • Description

  • Associated Students List

If no students are linked, the system shows “No Data Found”.

7. Editing an Institution

To edit:

 

  1. Click the three-dot menu (⋮) next to the entry.

  2. Select Edit.

 

The Edit Schools/Colleges form allows updates to:

  • Image

  • School/College selection

  • Name

  • Country & city

  • Rating

  • Annual Cost

  • Curriculum

  • Study Levels

  • Admission Criteria

  • Description

Click Save to update the record.

8. Deleting a School or College

You can remove an institution when necessary:

 

  1. Open the three-dot menu (⋮) next to the institution.

  2. Click Delete.

  3. Confirm deletion.

Note: Deleted records cannot be recovered.

9. Exporting Schools & Colleges Data

To download the data:

 

  1. Click the Export icon (yellow download button).

  2. A CSV file containing all visible records will be downloaded.

This is useful for:

  • Reports

  • External analysis

  • Backups

10. Searching for Institutions

Use the Search Here… bar at the top to find schools or colleges quickly.

 

You can search by:

  • Name

  • City

  • Curriculum

  • Any keyword associated with the institution

IN THIS ARTICLE